MNET Services>Telecom Voice>Fax>Service Description

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General Service Information

E-Fax Services provide inbound and outbound fax capabilities. The service can replace traditional fax machines as well as provide individual or group fax telephone numbers for employees.

Any type of telephone service and any type of email system at an MN.IT customer location are compatible with the service.

Volume Rates

  • For the initial phase of service, pricing is tiered based on monthly total pages of inbound and outbound fax usage. The tiers are designed for large volume sites.
  • MN.IT anticipates adding a small user pricing model in a later phase of service development.
  • See the Tiered Pricing section of this document for agency cost and usage explanations.

The set-up specifics for each customer are determined through the discovery worksheet and accompanying cutsheet. These specifics are used to configure the fax users at the location.

Customer Number for Billing

  • MN.IT will define a new Customer Number for e-Fax Services billing. 
  • MN.IT encourages the customer to establish all its e-Fax Services usage under this single account number to maximize the number of pages used to compute the billing tier.
  • See the Tiered Pricing section of this document for further explanation.
  • MN.IT provides reporting to assist customers in tracking fax usage within their agencies.

Metro Free Calling Area and Greater Minnesota Locations

  • Initially, service is being offered in the Metro Free Calling Area of Minnesota.
  • However, MN.IT understands how to deploy e-Fax Services to Greater Minnesota locations.
  • E-Fax Services will be available in Greater Minnesota by customer request at the same tiered rates as for the Metro Free Calling Area.

Receive and Send

Inbound Fax (Receive):

  • Inbound faxes are sent to a telephone number that is matched to either an individual or a group email address.
  • The fax is received as an email whose subject is always "A fax has arrived from remote ID ..." where the .. is either a fax server or a fax machine telephone number.
  • The subject will never be different - the sender of the fax has no control over the subject line.
  • Within the email, the fax itself is a multi-page TIFF image, with an extension of .TIF.
  • If a group is the recipient, the agency's desktop support group will define the email group access. For example, five employees in work unit A will receive inbound faxes to telephone number ###-###-####. The employees' email will need to be set up so that all of them have access to the destination email address's new messages.
  • If an individual person is the recipient, no additional setup is needed from the agency desktop support group. We define the individual's email address as matching the fax telephone number on the cutsheet.

Outbound Fax (Send):

  • The user goes to a website to send an outbound fax.
  • The application for outbound faxing is called WebUtil. The documentation provides full instructions.
  • A fax cannot be deleted or pulled back once it has been sent.

Resources and Priority - What Happens When Volume Exceeds System Capacity

  • MN.IT manages the infrastructure to ensure adequate resources for inbound and outbound fax activity.
  • "Priority" is a designation for outbound faxes (not for inbound).
  • Priority comes into play when the number of queued outbound faxes exceeds the number of ports available (this is defined as port contention).
  • During port contention, all outbound faxes go into a queue. Then, based on port availability, the highest priority fax with the longest wait goes next, i.e., queue management is FIFO (first in first out) based on priority.
  • Each user's configuration in the system has an assigned priority, as defined during discovery and documented on the cutsheet.
  • The priority settings available are High, Medium and Low.
  • The default setting is Medium for regular (individual and group) fax service. MN.IT can change a priority setting by request.
  • Broadcast is assigned Low priority. Broadcast is one fax going to many recipients).
  • The queue cannot be manipulated manually.

Broadcast e-Fax

  • An e-FaxBlast broadcast is sending the same content to a group of recipients via fax, such as a brochure or an announcement. Generally these are planned activities that are driven by a recipient list that is maintained by the customer.
  • Successful broadcast fax depends on regular and thorough maintenance of the recipient list by eliminating numbers that are wrong, voice, disconnected, etc. List maintenance is a customer responsibility.
  • MN.IT sets up broadcast fax users with Low priority. See the discussion above on Resources and Priority.

Tiered Pricing

  • Tiers are priced at seven levels, based on the consolidated page volume for inbound and outbound faxes during a month. The range of pages within each tier allows for fairly large swings in usage while staying at within a tier, thus helping in the budgeting process. For example, Tier 1 covers 0 to 5,000 pages per month and Tier 1 covers 15,001 to 37,500 pages per month.
  • Customer Number for billing: see the discussion above in General Service Information. We require a new customer account number for e-Fax Services. MN.IT recommends the entire agency consolidate its billing for e-Fax Services in the new customer number to achieve the lowest per-page cost (see the exact tiers below).
  • To prepare for initial discovery, MN.IT recommends the agency gather the estimated volumes (total pages in and out) for a period of time (month, year, etc.). This will aid in understanding the agency's cost for e-Fax Services.
  • During initial discovery, MN.IT works with the customer to evaluate anticipated volume and to estimate the billing tier.
  • The billing process totals the pages for the month period and automatically bills the customer for the appropriate tier, based on usage.
  • Another pre-discovery effort is to identify which work functions/processes could benefit from individual fax telephone numbers for employees, and likewise which could benefit from a shared (group) fax number/account. Sometimes the latter may involve replacing fax machines used in a workgroup.
  • For workgroup e-Fax Services, the desktop support team within the agency may need to set up a group email address if none exists today.
  • The pricing tiers and volume ranges within the tiers for FY08 and FY09 are below. The applicable FY rates apply.
  • The example per-page costs are for illustrative purposes only: billing is based on the tier, which is based on volume for that month.
  • Long distance usage is included in the tier pricing.
 

E-Fax Services Tiered Pricing

monthly ratepage rangeexample per-page cost
Tier A: $1502,000$.0750
 3,500$.0428
 5,000$.0300
Tier B: $4005,001$.0799
 10,000$.0400
 15,000$.0266
Tier 1: $87515,001$.0583
 20,000$.0438
 27,000$.0324
 37,500$.0233
Tier 2: $1,50037,501$.0400
 40,000$.0375
 50,000$.0300
 62,500$.0240
Tier 3: $1,87562,501$.0300
 70,000$.0268
 80,000$.0234
 87,500$.0214
Tier 4: $2,00087,501$.0229
 90,000$.0222
 100,000$.0200
 125,000$.0160
Tier 5: $2,250125,001$.0180
 130,000$.0173
 150,000$.0150
 162,500+$.0138

Examining the tier table shows why we recommend consolidating the agency e-Fax Service to a single billing Customer Number. The higher the overall volume, the lower the per-page cost (in general), although at some breakpoints between tiers the per-page cost increases slightly.

Telephone Numbers

  • The e-Fax Service tiered monthly rate includes a maximum of 200 telephone numbers that are reserved and provisioned through MN.IT's VoIP telephone network provider.
  • There is a monthly rate for each additional telephone number beyond the 200 numbers that come from MN.IT's VoIP network.
  • The monthly per-number charge is billed on the customer's Voice invoice.
  • Ported telephone numbers (i.e., numbers that were originally centrex or business lines, and either ported to the e-Fax Service or ported to IPT-Hosted service) are not included in the 200 numbers. In other words, a ported number to the e-Fax Service carries a monthly rate.

Ordering and Billing

  • Customers initiate service through the COSWeb system as a WAN (Wide Area Network) request (see the Remedy System (login) link on the left). Contact the MN.IT Service Desk at 651.297.1111 or via MN.IT Mall for assistance.
  • Monthly rates are billed on the customer's WAN invoice.
  • Consult the current MN.IT Rate Schedule to see the Description and Product Code for each tier.
  • Full-month billing is always applicable on this service. There is no prorating for a partial month. The full month always begins on the first day of the month.
  • One-time charges are billed on the customer's WAN invoice.
  • Initial setup charges are based on project coordination hours.
  • Small changes incur miscellaneous one-time charges per the Rate Schedule.
  • Custom cover sheet creation is billed one hour at the lowest hourly rate for the e-Fax Service, per the Rate Schedule.
  • Any telephone numbers subject to billing appear on the customer's Voice invoice:
  • Consult the current MN.IT Rate Schedule to see the Description and Product Code for e-Fax DID numbers.

Custom Cover Sheet

  • A default generic cover sheet is generated for outbound faxes unless a customer chooses to designate a custom cover sheet. The details of this are covered during discovery and documented on the discovery worksheet. Discovery includes a sample of a custom cover sheet.
  • MN.IT will help with a custom cover sheet design and configuration. The sheet must be integrated into the service infrastructure and also associated with the correct fax users.
  • The customer can design the custom cover sheet with logos, address, general telephone number and fax number, and other verbiage and elements as required.
  • The one-time charge for this is described in Ordering and Billing section of this document.
  • On a custom sheet, certain fields are either automatically populated by the fax application, or the sender enters appropriate to the situation.
  • The fields on the custom cover sheet are:
    fieldsource
    Number of pagesautomatic feed
    Dateautomatic feed of date and time stamp
    Toentered by sender
    Organizationentered by sender
    Telephone numberentered by sender
    Fax numberentered by sender
    Fromautomatic feed
    Telephone numberautomatic feed
    Fax numberautomatic feed
    Messageentered by sender

Storage on MN.IT's Infrastructure

  • Fax images are saved for 60 days. They are deleted afterwards, but can be recreated via the standard backup and restore processes.
  • Utility records are saved for over a year (approximately 390 days) after the fax image has been deleted. Utility records are logs of the individual faxes, but not the images.